Preparing for Thesis Submission
Students may be permitted to apply to transfer to continuation status when they can demonstrate that they no longer require normal levels of supervision, have completed their research and will not undertake any significant additional research and will be expected to make minimal use of University resources.
Continuation status does not happen automatically. Students must apply to transfer to continuation status through MyPGR.
Continuation fees are £0 for the first 4 months and £200 for each 4 month period thereafter.
Students on continuation status are considered to be accessing minimal university resources, including less frequent or shorter supervision meetings and thus incur significantly lower fees. If a student needs continued supervision during the period of continuation status, the PGR Support team will require them to re-register as full- or part-time and to pay full tuition fees accordingly.
Funded students should be aiming to submit their thesis at the end of their funded period. If they are not in a position to submit at the end of their funded period they will need to pay tuition fees (according to their status: full-time, part-time or continuation status) until they are ready to submit their thesis*.
For entrants prior to 2019-20
- Students no longer require normal levels of supervision and will be expected to submit with 12 months.
- Students have completed their research and will not undertake any significant additional research (therefore students will be expected to make minimal use of University resources).
For entrants from 2019-20
- Students should be ready to transfer to continuation status 3 to 6 months ahead of submission (typically 3 months for MByRes students, 3-6 months for MPhil or PhD students)
- The supervisory team have received a complete or near complete draft of the thesis.
How to apply
Students should apply to transfer to continuation status via MyPGR, and email a timeline of work completed and work still to complete to the relevant PGR Support team. No request will be considered without a completion timetable.
Applications to move to continuation status should be submitted before the continuation status period starts – retrospective requests will not be considered. If you think you/your student should have transferred to continuation status by now and have not applied, please contact your PGR Support Team as a matter of urgency to discuss further.
*Excluding UKRI funded students where the College is expected to pay their tuition fees until they submit if they remain full-time or part-time after the end of their funding period. Continuation status fees are not charged to UKRI students.
The University is committed to the provision of individual reasonable adjustments to academic study and assessment to ensure that barriers to learning are removed, so that disabled students do not face discrimination arising from disability. Reasonable Adjustments may be required to formal assessments (including upgrade and thesis/dissertation examination by Viva Voce and the assessment of other taught modules of the Professional Doctorates), supervisory meetings, data collection etc in order help students to overcome barriers to learning.
Students with a disability or long-term health condition are encouraged to discuss their needs and requests for reasonable adjustments to learning or examination with the AccessAbility Team (Exeter campuses) or the Accessibility Team (Cornwall campuses) prior to their examination/assessment being scheduled. The AccessAbility/Accessibility team will create or update your Individual Learning Plan which will recommend adjustments. There are a range of adjustments which can be accommodated in the examination/assessment process depending on the needs of the student.
Please refer to the TQA, Inclusive Practice within Academic Study for further details.
It is expected that all research students will complete their degree within a reasonable time. Maximum periods of study for all programmes are specified in the periods of study scheme in the 'Statement of Procedures: Periods of Registration and Changes to Registration Status for Graduate Research Students'.
Further information in accordance with the Regulations and Programmes of Study can be found below:
From March 2020, all PGR theses/dissertations are submitted in electronic format as a PDF file. Supporting material such as datasets, visual or audio material, if applicable, may be submitted as supplementary files in any standard file format. You do not need to make arrangements for a hard copy of the thesis to be printed, as we no longer accept hard copy thesis submission.
Your thesis may be printed and sent to your examiners by the PGR Administration Office as a hard copy document if requested by an examiner. Please ensure that your electronic thesis conforms to the formatting requirements outlined in our Presentation of theses/dissertations for degrees in the Faculty of Graduate Research: statement of procedures in order that we may print a standard A4 copy for an examiner upon request. Please indicate any printing requirements (i.e. colour pages) in your E-Thesis Submission Form.
If you wish to have a hard copy of your thesis yourself, you will need to make your own arrangements for printing it. Print Services may be able to do this for you.
Please note: the following submission process applies to all PGR students across our Exeter and Cornwall Campuses, and all enquiries should be sent to firstname.lastname@example.org.
When you are ready to submit your thesis:
- Please email a completed E-Thesis Submission Form to email@example.com. Where signatures are required in Parts A and B please include either scanned signatures or provide accompanying emails from the relevant signatories to be accepted in lieu of a scanned signature. Please advise if your thesis will comprise multiple files.
- You will receive an email from the PGR Administration Office acknowledging receipt of your submission form. A submission folder will then be created in your name, and you will receive an explanatory email containing a link to the folder where you can submit an electronic copy of your thesis and any supplementary files. You will not be able to submit your thesis until you receive this link.
- When you receive the email containing the link to your submission folder, please upload your full thesis in PDF format (where possible) to the Submission Portal. Please also upload any supplementary files.
- The PGR Administration Office will check your submission and contact you if there are any problems with your submitted document(s). Please note that we will check whether the files open and are legible. Your submission will not be checked for completeness or proof-reading.
- Once your electronic thesis has been checked and accepted for examination your submission folder will be locked and you will be notified by email.
- If your Board of Examiners has already been appointed, your thesis will be sent to your examiners immediately and your Internal Examiner will contact you in the following weeks to discuss the arrangements for your viva voce exam.
- If your examiners have not yet been appointed, or your External Examiner has been asked to sign a confidentiality agreement prior to receiving your thesis, there may be a delay between the submission of your thesis and the date it is sent to your examiners for examination. You will be informed if this is the case.
Resubmission of a Thesis
If you are re-submitting your thesis for a second examination, please follow the submission process above. You will also need to pay a resubmission fee via the student finance team Make a Payment webpage. Please note that SID is not able to take payments by phone or in person- please use the make a payment webpage. Details of the amount to be paid will be confirmed separately after your first examination.
Please note, this does not include submissions for minor or major amendments or for outstanding amendments, none of which constitute a ‘resubmission’ and for which there is no fee to pay. Submission information for these categories will be sent to you with your list of amendments.
Submitting Minor or Major Amendments (not including Resubmission of thesis)
- Notify the PGR Administration Office at firstname.lastname@example.org that your amended thesis is ready for submission.
- You will receive an email from the PGR Administration Office acknowledging your message. A submission folder will then be created in your name, and you will receive an explanatory email containing a link to the folder where you can submit an electronic copy of your thesis and any supplementary files. You will not be able to upload your thesis until you receive this link.
- When you receive the email containing the link to your submission folder, please upload your full thesis in PDF format to the Submission Portal. Please also upload any supplementary files.
- The PGR Administration Office will check your submission and contact you if there are any problems with your submitted document(s). Please note, that we will check whether the file opens and is legible. Your submission will not be checked for completeness or proof-reading.
- Once your electronic thesis has been checked and accepted for approval by your examiner(s) your submission folder will be locked and you will be notified by email.
- Your amended thesis will be sent to your examiners for review.
For full details of the examination regulations please refer to the Handbook for Examination of Postgraduate Research programmes. Since March 2020 and until further notice, we are following the temporary virtual viva policy. This page will be updated when the temporary virtual viva policy is no longer in use.
Policy & documents
Concerns about electronic submission
Students who have any concerns with regard to electronic submission of their thesis should discuss these with their supervisory team, and may also seek more information from the PGR Support Team via email@example.com. Students are not required to submit their thesis electronically, but should note that as electronic submission is the only option currently available this will delay their thesis submission. If delaying the submission (for first examination) or resubmission of their thesis means that they will not be able to submit their thesis within their required time-frame it is important that they seek advice from their College PGR Support Team with regard to applying for an extension as appropriate.